When a large number of orders, delivery notes and invoices are generated – whether as electronic files or in paper form – document management systems (DMS) are essential for secure archiving and smooth administrative processes in an advanced company. A Franconian beverage wholesaler found the right partner in Intex Informations-Systeme GmbH to update its DMS and make it fit for the future.
Getränke Ziegler GmbH in Ottensoos near Nuremberg has been supplying customers in northern Bavaria with beverages for over 50 years. The customer structure consists to 70 percent of companies of the organized food retail trade such as Metro, Rewe and Edeka. The free gastronomy and beverage markets form the remaining customer base. 65 trucks, for which there is an own workshop and washing plant, serve today 2,000 customers with 1,555 different articles. 250 employees ensure a stock turnover of 17.5 million beverage crates per year. A cooperation partnership exists with Getränke Kiesslinger in Breitengüßbach in Northern Franconia and Volpert Getränkelogistik GmbH in Zell am Main near Würzburg.
In 2013, the company management decided to completely modernise Easy Software AG’s DMS, which had previously been used. Already the introduction of Easy Enterprise a few years earlier had brought considerable advantages in the operational procedure. „We always had to keep two employees busy putting paper in folders and keeping the folders in cupboards and in the basement,“ recalls Michael Herrmann, Head of IT Processes and Data Protection Officer. At the end of the year, a specialist company had to come and shred the documents that were no longer subject to the retention obligation. „That was a gigantic effort, which suddenly ceased with the introduction of our DMS“, Herrmann still remembers. This success story was now to be continued with an upgrade to the current software version and new functionalities.
Due to the importance of the project, the management was looking for a DMS specialist as an IT partner who not only had a solid and thus future-proof market position, but also the appropriate experience and references. Therefore, after extensive market research, the decision was made to use Intex Informations-Systeme GmbH from Lauf. The ECM and DMS experts of this provider did not only present convincingly what they have to offer besides the electronic filing still at functionalities as well as IT-knowledge and -capabilities, they had their company seat besides still in the region. The order finally included a complete software upgrade of the Enterprise.i system to Enterprise.x, the provision of the necessary scanning hardware and a reorganisation of the processes.
The implementation of the project began with an analysis workshop by the Intex experts, in which they examined the legacy system and learned to understand the company-specific processes. The hardware requirements were also defined in this phase, so that the basic installation and configuration of the new system could begin after the hardware components had been set up in March 2014. The productive system continued to run in parallel until after a successful test phase Ziegler declared the newly installed test system to be a productive system and connected it to the old archive via a tool. During this phase, user training was also provided in areas such as scanning and archive research.
DMS as web application
One advantage of the new software from day one was contributed by Easy Documents, a tool for research via a web client. „Previously, the software had to be installed on every client and all containers and folders had to be assigned, otherwise it would not be possible to search the archive from this computer. Easy Documents is a web application for which I only need to create a link on any client. Depending on the authorization level stored on the server, the user can search the archive immediately.“ The old archive could easily be read with the Easy Enterprise iReader and connected to the new Enterprise.x archive without any migration effort.
The Easy Capture Scan application is the new scanning application. In the sales area, for example, this scans the outgoing delivery notes and the delivery notes signed by the customer for the return of empties. „Although we report electronically to the retail centers what we are going to deliver to them, the paper form is currently still required on site in order to record and document empties, for example,“ explains Herrmann. The documents receive a barcode from the database of the merchandise management system, are scanned, stored and finally form the basis for invoicing. The correct assignment in the archive is automatically made via the barcode during scanning. The incoming goods invoices and cost invoices are also scanned and indexed in this way.
Modern and attractive
An interface has been programmed to the Diamant accounting software so that all documents can be displayed both from the FiBu program and directly from the DMS. In addition, Intex set up a workflow that depicts certain workflows. If, for example, an incoming invoice from Volpert is to be processed in Ziegler’s central financial accounting, this invoice can be scanned in the inbox and automatically assigned to certain work processes. It is first entered in the accounting system, then subjected to the appropriate checks and finally goes to the managing director, who releases the payments. The newly implemented Easy Capture Office module is currently not used. Soon it will be used to archive directly from Office applications.
The partners Kiesslinger and Volpert are also integrated into this system, so that not only a central accounting is possible, but can also be researched by the external partners in the archives. „This is where the advantage of our DMS as a web application becomes clear. We do not have to install any software on internal and external computers. Anyone who has the authorization can access our archives from any web connection via a simple link,“ emphasizes Herrmann. A searched document can be viewed promptly from any workstation. „If there should be a complaint, nobody has to say any more that he will call back immediately and then search through the mountains of paper. The search mask immediately displays every document on the monitor,“ continues Herrmann. And the IT manager also mentions another aspect: „With Easy Enterprise and the modules from intex, we offer our employees modern and attractive workplaces. That is enormously important today to retain and get qualified personnel.“ Because the cooperation with Intex was so successful, another project is already being considered: the digital personnel file.